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What does the documentation have to include?

The documents which you compile have to be brief and precise, and they must document the following contents in an understandable way:

  1. the point in time and the individuals who implemented or participated in the risk assessment,
  2. the results of your risk assessment:

    • what risks were determined?
  3. the extent of the risks:

    • is the extent assessed as low, significant or high?
    • is there a need for action and/or how urgent is the elimination of the risks - immediate, or over the short, medium or long term?
  4. the determined occupational health and safety measures:

    • what measures are to be implemented?
    • who is responsible for the implementation?
    • by when do the measures have to be realised?
    • how and when were the employees instructed?
  5. the results of the verification of the implementation and effectiveness of the measures:

    • are the implemented measures effective?
    • is it necessary for additional measures to be arranged?

In the case of work with hazardous substances, according to TRGS 400, the results of the verification of the possibilities for the substitution of hazardous substances have to be documented. The verification of substitution is one of the basic obligations according to § 7 of the Hazardous Substances Ordinance . If, taking the principle of proportionality into account, a substitution cannot be implemented, it is necessary to document the basic considerations during the course of the verification. In this respect, TRGS 600 states the criteria according to which it is necessary to proceed.

It is a good idea to document the entire concept of the risk assessment. In this respect, for example, the documentation can be supplemented with inspection reports, data entry forms, measurement reports, instruction materials or the legal references on which the documentation is based.

The Dokumentieren (PDF, 22 KB) template provided by the occupational health and safety administration of North-Rhine Westphalia provides examples of what the documentation should include.